1 ) DOCUMENTS CONCERNING SALE
Why? Fiscal reasons (Payment, taxes, customs), to put a value on the transaction, to identify parties and merchandise, to identify payment terms
Which ones?
2 ) DOCUMENTS CONCERNING SHIPMENT
Why? Prove delivery, Identify haulier and transport Identify merchandise
Which ones?
3 ) DOCUMENTS CONCERNING DELIVERY
Why? Prove receipt of merchandise
Which ones?
READING A TRANSPORT DOCUMENT
The four main transport documents (AWB, B/L, CMR, CIM) are all set in the same way so as to be read and understood easily and rapidly. You may find the name of the document/type of document stated on the top.
These documents are usually issued in 3 copies: one for each party involved as proof of delivery.
Each document is composed of essentially four to five main parts
Master / House
AWB and SWB (B/L) are always issued in several copies depending on the involved party.
Freight Prepaid/Freight Collect/Franco
On AWB and SWB (B/L)
On CMR and CIM
Why? Fiscal reasons (Payment, taxes, customs), to put a value on the transaction, to identify parties and merchandise, to identify payment terms
Which ones?
- ProForma (or ProForma Invoice is a quote or offer)
- Invoice (reflects the fiduciary aspect of a trade through a date, a sum, a currency, a service/product, terms of sale and terms of payment)
- Credit Note, Debit Note
2 ) DOCUMENTS CONCERNING SHIPMENT
Why? Prove delivery, Identify haulier and transport Identify merchandise
Which ones?
- Transport document (B/L, AWB, CMR, CIM)
- FCR (Forwarder Certificate of Receipt)
- Packing List (Detailled list of packed items per box, container...)
- COO (Certif. Origin), EUR-1, COA (Certif Analysis), SAD, Licence, SGS (Security)
3 ) DOCUMENTS CONCERNING DELIVERY
Why? Prove receipt of merchandise
Which ones?
- CR (Carriage receipt), FCR, Goods receipt, Notice of arrival
- CMR, BL, AWB, Delivery Note
READING A TRANSPORT DOCUMENT
The four main transport documents (AWB, B/L, CMR, CIM) are all set in the same way so as to be read and understood easily and rapidly. You may find the name of the document/type of document stated on the top.
These documents are usually issued in 3 copies: one for each party involved as proof of delivery.
Each document is composed of essentially four to five main parts
- 1 - TOP PART: involved parties
- Shipper/Sender
- Transporter/Haulier/Freight forwarder
- Notify (person/company which is informed of arrival of merchandise)
- Consignee/Receiver
- 2 - MIDDLE TOP PART: information about shipment
- Shipment number/trip identification (flight number, truck licence plate...)
- From/loading point
- To/destination/delivery point
- Dates
- Special instructions concerning delivery
- 3 - MIDDLE BOTTOM PART: information about product
- Gross weight
- Product name/designation
- Packaging information (Number of boxes, pallets....
- Container identification
- Net weight
- 4 - BOTTOM PART: freight costs and charges (not always shown)
- This information only concerns the transporter/forwarding agent
- 5 - BOTTOM PART: signing parties
- Each concerned party (shipper, haulier, consignee) signs and keeps a copy of the document.
Master / House
AWB and SWB (B/L) are always issued in several copies depending on the involved party.
- Between the shipping company and the forwarding agent
- a Master copy is issued, this copy includes pricing and charges information, and any other information to be communicated between these two parties
- Between the forwarding agent and the shipper/consignee/notify
- a House copy is issued, this copy does not include freight charges/costs but includes all information concerning the product and shipment (loading port, destination, dates, sailing on...)
Freight Prepaid/Freight Collect/Franco
On AWB and SWB (B/L)
- Freight prepaid is mentioned on the shipping document when freight has already been paid for - Please note that whether freight has been factually paid or not this ensures that merchandise may be released to consignee once arrived (after having cleared for customs of course).
- Freight collect is mentioned when shipment is made but haulier/transporter is not to release merchandise before collection of payment.
On CMR and CIM
- "FRANCO" may be stated on the document. In most cases as these documents are directly issued to the shipper, it doesn't appear. However, should shipper want to collect payment at delivery, this can be stated on the shipping document.